📅 The Examination Calendar
✦ Window I · O.S.T.P. Examinations
Mar 30 – Apr 3
3rd–11th Grade OSTP
Math · ELA · Science · US History
Math · ELA · Science · US History
✦ Window II · O.S.T.P. + N.E.W.T.s
Apr 7–10 & Apr 13–17
OSTP continues
ACT: Apr 13–May 13 (online)
CCRA ends Apr 17 · Paper Apr 1–10
ACT: Apr 13–May 13 (online)
CCRA ends Apr 17 · Paper Apr 1–10
✦ Window III · Make-Up Enchantments
Apr 21–24 & Apr 27–May 1
No-show make-ups only
ACT paper closes Apr 30
⚠ No new ACT multi-day starts
ACT paper closes Apr 30
🦉 Owl Post Quick Contacts — 405-749-4550
SPED
Ext. 523
Parent Line
Ext. 524
BTC
Ext. 525
ACT
Ext. 526
Tech Support
Ext. 527
Test Tickets (Craig)
🏫 Ministry Identification Codes
District Code
55Z014
Elementary 3rd–8th
Code: 970
High School
Code: 986
ACT School Code
372-720
Alohomora — Opening the Day Right
Daily morning briefings at 8:15 AM and afternoon gatherings at 12:15 PM are your most powerful spells.
Use them for team building, not just logistics! A little recognition enchants your faculty for the whole day.
Celebrate milestones — first window complete, zero incidents — with something worthy of Honeydukes.
Dispatching Your Owl Post to Families
Send a warm newsletter before testing begins. Communicate: fully charged Epic Chromebook + charger required,
testing schedule, and what to expect. A personal, encouraging owl dramatically improves student attendance rates —
even Muggle families appreciate the heads-up.
📚 Key Handbooks & Quick Links
❓ FAQs & Reminders (Updated Daily)
📖 Teacher Testing Handbook
🗂 BTC Assignments Sheet
👩🏫 Teacher Testing Assignments
🏫 Test Site Locations
🔮 Testing SIS Login
🧮 OKSDE Calculator Policy
🧮 ACT Calculator Policy
🔢 Practice Calculators (Desmos)
🧹 How to Clear Calculators
🎓 Training #1 Slides
🎥 Training #1 Recording
Your Daily Spell Book
These scrolls are interactive — click tasks to mark them complete with a golden seal. Progress bars reveal your mastery. Each part of the day has its own incantation; use these scrolls to stay ahead of the dark arts of disorganization.
☀️ Morning Enchantments — Before Sessions
✓
Print Sign-In Sheets (2–3 per session for Registration + Room Roster)
✓
Print Test Tickets — check for accommodation flags on each ticket
✓
Pull Access Codes & distribute to rooms (Part 1 + Part 2 codes)
✓
Assemble session folders: ticket, roster, script, scratch paper, formula sheet
✓
Confirm TA/TP assignments in SIS match today's session roster
✓
Verify accommodation materials are ready (calculators, headphones, etc.)
✓
Set up Registration station — sign-in sheet, check phones, photo ID for ACT
✓
Post single-occupancy restroom sign
🌤 Active Enchantments — During Sessions
✓
8:15 AM team assembly — announcements + team building moment
✓
Confirm TA is walking room (not on phone or laptop) during testing
✓
Roving proctor rotating every 15–20 min between sessions (max 5 sessions)
✓
Monitor for connectivity issues — escalate to Tech (Ext. 527) if needed
✓
Students finishing early: TA/TP confirms submission, then quiet exit
✓
12:15 PM afternoon assembly with staff
✓
Handle any irregularity reports in real time with TA/TP present
🌙 Evening Closing Charms
✓
Run Test Status Report — clear all NOT SET, Checked-In, No Shows, Incompletes
✓
Reschedule No-Show students at your site (use end-of-day printable)
✓
Run Session Report — check for any schedule changes for tomorrow
✓
Run Accommodations Report — verify tomorrow's SPED/EL needs are prepped
✓
Collect and organize TP Observation Logs from all rooms
✓
Collect signed Test Tickets (ACCMs) from TAs/TPs
✓
Lock up all secure materials immediately — nothing "insecure" overnight
✓
Communicate any schedule changes to teachers for tomorrow
🚀 Pre-Season Preparatory Spells
✓
Complete TA Training Module (opens March 2, 2026) — use certificate name!
✓
Upload all TA/TP certificates to Google Form by testing start
✓
Verify Pearson login (ACT) — keep password simple for Room Supervisors
✓
Upload 11th + 12th grade student photos in PowerSchool
✓
Walk testing site from student POV — Registration → Check-out
✓
Set up emergency response plan (fire, tornado, lockdown)
✓
Complete OSTP Readiness Check + ACT Network Check at Testing PLC (Mar 24)
✓
Confirm TA/TP relationships — NO related TA/TP pairs in same session
✓
Receive and inventory supply kits — lock up immediately upon delivery
✓
Send family communication (newsletter) with testing expectations
The Unbreakable Vow — Relationship Rule
TA/TP cannot be related to each other, any student in their session, or any student in sessions the Roving Proctor covers. This includes children, nieces/nephews, grandchildren, etc. The BTC cannot serve as TA if more than 1 session is happening simultaneously — even Dumbledore couldn't be in two places at once.
TA/TP Training Modules
All teachers must complete the TA module before testing begins (opens March 2, 2026). The TA module covers TP — no need to take both. Use your certificate name. Completing both is unnecessary.
📧 TA/TP Communication Template
📤 Upload TA/TP Certificate (Form)
✏️ How to Update Name in Cognia
📁 Interpreter TP Certificates Folder
🗂 Site Planning & Org Resource
📸 Upload Student Photos (11th/12th)
📄 CCRA Career Tech Attendance Letter
💙 Testing Counseling Support PDF
📅 Teacher Scheduler Template
📋 Sample Google Form (copy)
Head Examiner (BTC)
Building Test Coordinator
- Oversees all testing logistics and compliance at site
- Manages Testing SIS — sessions, rosters, no-show rescheduling
- Completes Building Principal + BTC Security forms (both 970 & 986)
- Runs daily reports (Session, Accommodations, Test Status)
- Locks up secure materials; manages supply kits
- Cannot TA if multiple sessions run simultaneously
Test Administrator (TA)
Must complete TA Module — the Chosen One
- Reads test directions verbatim from the TAM script (the sacred tome)
- Distributes & collects all testing materials
- Walks the room — no phone or laptop during session
- No eating, no whispering; model the environment
- Signs accommodation/test ticket sheets
- Completes TA Test Security Form at window close (one per site code worked)
Test Proctor (TP)
TA module covers TP — no double O.W.L.s needed
- Monitors students while TA reads directions
- Reports irregularities to TA immediately
- Assists with material distribution/collection
- No phone or laptop; no eating during session
- Completes TP Observation Log per session
- Signs accommodation sheets; returns all to BTC at check-out
Roving Proctor
The Marauder's Map — multi-room patrol
- Rotates between sessions every 15–20 minutes
- Maximum: 5 sessions at one time
- Listed by name on ALL sessions covered in the Session Report
- CANNOT rove: Individual, Text-to-Speech (no headphones), Translator/Read-Aloud sessions
- Cannot be related to any TA in sessions they cover
Registration Witch/Wizard
The Sorting Hat station
- Check in students, collect phones/devices
- Distribute sign-in sheets (send to check-out after signing)
- Post single-occupancy restroom sign
- Note bag/purse exceptions — BTC approves
- Verify student photo ID for ACT (N.E.W.T. level)
- Parents sign out at check-out; name tags go on back
ACT Room Supervisor
The Chamber Keeper — N.E.W.T. rooms only
- Uses BTC's Pearson login to manage sessions
- Must be present for entire session
- Follows exact timing per section — no rushing students
- Do NOT stop the session — only LOCK it when done
- No late arrivals once secure materials are distributed
- Returns all paperwork in blue ACT envelope to BTC
Pensieve Access Notice
Testing SIS is VIEW ONLY until March 23rd — like a sealed Pensieve, you may look but not touch. Full edit access opens then. Do not rearrange sessions or add TAs to empty sessions early — those are likely to change. Student schedules released to families tentatively March 2, 2026.
🎨 Session Colour Enchantments
Purple = RegEd Sessions
Teal = Small Group SpEd/ELL
Green = Individual SpEd
Pink = Paper/Pencil
Gray = OAAP/Overflow (BTC-only)
📊 Status Spell Reference
Complete — test fully submitted
Incomplete — started, not finished
No Show — did not appear
Multiple Day Incomplete — in progress
Multiple Day Complete — finished
Not Utilized — session no longer needed
Not Set — default, action needed
Checked In — at site, test not started
✏️ Edit TA/TP Assignment
- Go to Adaptive Scheduler → Session Schedule
- Change the date to the correct week
- Click the session you want to edit
- Select TA from Teacher drop-down
- Select TP from Test Proctor drop-down
- Click Update Session
🔄 Reschedule a No-Show Student
- Reports tab → Test Status Report → filter No Shows for today
- Export report (track repeat offenders!)
- Find a matching session (same grade, subject, SPED needs)
- Note the Session ID number
- Search student → State Testing → Add Session → select Session ID → Submit
- Click blue email schedule button → send notification
- Email roster teacher using the example email template
➕ Add a Session
- Adaptive Scheduler → Session Schedule
- Set the correct 'Week Of' date
- In Add Session box, select: Period, Day, Course, Teacher, TP, Room, Capacity
- Click Add Session
✦ BTC Now Has 11:00 AM and 1:00 PM Session Options
These are for additional sessions as needed — not for rearranging everything. Use them wisely, like a well-timed Expelliarmus.
🚚 Last-Minute Student Site Change
- Toggle to District Office view (top right)
- Search for student → State Testing
- Under Testing Site, select new site from drop-down → Submit
- Back button → set previous session status to No Show or Not Utilized
- Under Test Schedule → Add Session at the new site
⚠ Last-Minute Changes Only
The accepting BTC makes this move. No need to contact the testing team.
📋 Key Reports — When to Cast
Session ReportCheck schedule changes for next day
Test Status ReportEnd of day — filter NS, Incomplete, Not Set
Accoms ReportDistrict Office · filter your site · check 1–2 days ahead
Student Test AccomsFilter "Chunking" to find chunking students proactively
Print All Tickets3 dots next to dates → Print whole day (print 2 sets)
📦 Session Room Essentials
📄 ScriptTAM Scripts (Cognia) — Room Test Administration Script
🎟 TicketsTest tickets — review accommodation flags the day before
🔑 Access CodesPart 1 and Part 2 codes (teachers write on board)
📝 Scratch PaperBlank white or yellow — no grid paper for ACT
📊 Formula Sheets6th/7th/8th Math; 11th Periodic Table; 5th/8th Writer's Checklist
🖊 PencilsAvailable for all students
🔍 Proctor LogTP Observation Log — printed from Cognia per session
The Golden Rule of Enchanted Accommodations
Check test tickets 1–2 days before the test — like preparing your potions ingredients in advance. Review accommodations with your TA/TP at morning assembly so they're prepared. Never assume they know what materials are needed; missing an accommodation is far worse than being over-prepared — even Mad-Eye Moody would agree: CONSTANT VIGILANCE!
⚡ Common Enchantments Quick Reference
| Spell Code | Enchantment Name | What It Does | Materials Required | Exam |
|---|---|---|---|---|
| S2 | Small Group | Separate small group setting | Separate room | OSTP |
| P4a | Text-to-Speech (TTS) | Automated audio reads test items — Math, Science, US History, 5th/8th ELA writing only. NOT available on ELA MC. | Headphones (in BTC materials) | OSTP |
| P4b | Human Reader | TA reads test aloud — Math, Science, US Hist, 5th/8th Writing ONLY. Not ELA MC. | Individual room + TP required | OSTP |
| P9 | Calculator (3rd–5th) | Student may use calculator on math test. Code MUST appear on ticket. | Calculator | OSTP |
| P6 | Simplified Directions | TA reads TAM verbatim FIRST, then may simplify if asked. Not for test questions. | None extra | OSTP |
| S3 | Preferential Seating | Student chooses preferred seat — ask them, never assume front row | None extra | OSTP |
| R2a | Scribe — All Responses | Student dictates ALL answers; TA types verbatim into test client. TP must be present. No corrections. | Chromebook + TP required | OSTP |
| R2c | Scribe — Writing Only | Student dictates writing responses only; TA types verbatim | Chromebook + TP required | OSTP |
| R3 | Voice Typing (Assistive Tech) | Student uses Google Voice Typing → TA types verbatim into test client → TA prints doc → gives to BTC | ACT Room Supervisor Chromebook + MiFi + printer | OSTP |
| EL1 | EL Translator (Instructions) | Translator reads test directions in student's language | Certified TP-trained translator | OSTP |
| EL2 | EL Translator (Items) | Translator reads test items in student's language | Certified TP-trained translator | OSTP |
| EL8 | Spanish Test Form | Spanish-language test — requires Spanish-labeled Chromebook | Spanish Chromebook | OSTP |
⏰ Chunking (Multi-Day Testing) Rules
Chunking Enchantment Rules
Consecutive DaysMust be consecutive. Fri → Mon counts. No skipping days — like not skipping Potions class.
Writing SectionMust be completed in ONE sitting — no chunking across days.
Each SectionMust be completed in one session — no mid-section breaks.
Parent DecisionContact parent BEFORE testing day. Do NOT let student decide. Ask: single section per day? Call between sections?
Status: In ProgressUse "Multiple Day Incomplete" — NOT regular Incomplete
Status: DoneUse "Multiple Day Complete" in final session
Unused SessionsMark "Not Utilized" — NOT Complete
Refuses Same DayComplete Accommodation Refusal form — required!
Student Refuses Enchantment
OSTPDocument refusal on accommodation sheet. TA + TP initial. Complete OKSDE Refusal form — attach to signed test ticket.
ACTComplete ACT Irregularity Report — required for any refusal.
TTS Missing?Email [email protected] BEFORE student logs in. Include: Name, STN#, PS ID. Cannot add TTS after login.
SPED + RegEdCan test together ONLY if student's sole accommodation is small group. Otherwise, keep separate.
N.E.W.T. Examination Rules — Memorise These
ACT must be given IN ORDER — out of order = invalidation (like casting Wingardium Leviosa backwards). Do NOT stop sessions in Pearson — only LOCK. Print ACT tickets after 5:00 PM the night before (the testing team makes moves in the afternoon). No grid paper — blank white or blue only.
⏱ Timing Enchantment Codes
Standard TimeTC1
Extended Time (1.5×)TC6
Double Time (2×)TC7
Triple Time (3×) — TTS autoTC8
Text-to-Speech accommodation = automatically triple time (TC8). Check timing code on student ticket and session name.
🔄 Chamber Keeper Session Flow
- Log into Pearson ACT with BTC credentials (email Melodi Trower if email not recognized)
- Testing → Sessions → find your site, room, date
- Tasks → "Go to Students in Sessions"
- Green Start Session button → slide lock to UNLOCK
- Check each student screen shows "Sign out complete" when done
- Slide lock back to LOCKED — do NOT click Stop Session
- The testing team will stop sessions. You only lock — like sealing the Chamber.
📦 Blue Envelope Paperwork Order
- ACT Test Administration Forms first
- Standard OR Accommodated Form (with top section completed + session #)
- Test Room Report
- Seating Diagram (cameras cannot see test — plan your enchanted seating)
- Administration Report (timing per examinee for accom)
- Roster — ID type noted, ACT ID forms attached
- Site: Proctor Observation Log + Sign-in Sheets
- Student Test Tickets (with scratch paper stapled behind)
- Seal Codes (loose — do NOT staple to tickets)
- Unused tickets + unused scratch paper
⚠ ALL Parchment Returns to the War Room
Scratch paper, booklets, tickets, sign-ins, anything written on. Face toward back of envelope. No tape needed to seal.
⚠️ When to File an Irregularity Report
Group IssueAffects whole room or site (power outage, evacuation, missing materials, mistiming)
Individual IssueCheating, photo of test, student leaves, irrational behavior
RefusalStudent refuses accommodation → always an irregularity
Out of OrderACT sections given out of order = test invalidation
Multi-StudentUse "Apply to Selected" in Pearson to apply same irregularity to multiple students at once
Multi-Day N.E.W.T. Students
Keep same room supervisor + proctor for multi-day students. Students who start in one window CANNOT finish in a different window. No multi-day starts in Window 1 (Mar 30–Apr 3).
✅ N.E.W.T. Rescheduling Rules
No-ShowBTC reschedules in SIS. Testing team handles Pearson moves. No need to contact testing team.
Partial CompletionIf student starts but doesn't finish → BTC notifies testing team.
Make-up EligibilityMust have valid absence reason. 11th graders must show; seniors who missed junior year testing may not graduate.
Scratch PaperBlank white or blue only. No grid paper. Student name + date on each sheet. Ticket can also serve as scratch paper.
Seating DiagramTests cannot be visible to security cameras. BTC pre-draws seating arrangements for each chamber.
The Ministry's Paperwork — Handle with Care
Bookmark the Cognia Forms website — your most-visited Ministry portal! The pencil icon submits the form; the PDF icon shows instructions only. Save all completed forms as PDFs to your site-specific Google Drive folder immediately — Fudge himself cannot save you if files go missing.
📌 Per-Session Ministry Forms (Every Session)
TP Proctor Observation Log
TP completes per session. Document odd occurrences; if nothing unusual, check box at bottom. Sign + date. Return to BTC at checkout.
Open in Cognia Forms →
Per Session
Irregularity Report (OSTP)
Complete online in Cognia when irregularity occurs. TA + TP complete with BTC in person. Document on TP Observation Log too. Save PDF to site folder.
Open in Cognia Forms →
OSDE Irregularity Types PDF →
As Needed
Signed ACCM Sheets (Test Tickets)
TA and TP must sign all accommodation sheets. Return to BTC at checkout. If student refuses verbally, note it + complete OKSDE refusal form.
OKSDE Refusal Form →
Per Session
Classroom Security Form (Paper Tests Only)
One per TA who administered any paper/pencil test. Paper copy. Signed by TA and BTC.
Download Form →
Paper Tests Only
📅 Per-Window Ministry Forms (Once per Testing Window)
Building Principal Test Security Form
ALL BTCs complete. One for each site code: 970 + 986. Twice at close of window. Use teacher cert # from Bamboo. Save PDF → site folder.
Per Window × 2
BTC Test Security Form
Same as above. All BTCs complete. One per site code. BTC Supports do NOT complete this form.
Per Window × 2
TA Test Security Form
Every TA who tested at any point. One per site code worked. Must be completed in BTC's presence. Use both certificate AND legal name if different. Forward email to site BTC.
Per TA
Record of Test Proctors
All online this year! One per TA. List all TPs that TA had during the window. Name file: "Site Name Proctor Log; Proctor Name". Grade line: "3–11/OSTP & CCRA".
Open in Cognia Forms →
Per TA
📂 Scroll Naming Conventions
TA Security FormLast, First (certificate name) · 970 or 986
Building Principal970 or 986 · Site Name · Building Principal Form · BTC Last Name
BTC Security Form970 or 986 · Site Name · BTC Security Form · BTC Last Name
Record of ProctorsSite Name Proctor Log; Brown, Christy (example)
All PDFs go to →Site Google Drive Folder (shared with Melodi)
Constant Vigilance — Auror Protocols in Effect
All secure materials must be locked immediately after delivery — like placing them in Gringotts. Nothing "insecure" should exist once materials are picked up. Lock everything before leaving each evening. Test security is a legal obligation, not a mere suggestion from the Ministry.
🚨 Emergency Evacuation Protocols
Have an emergency response plan for your testing site covering:
- Fire evacuation procedure
- Tornado / severe weather protocol
- Lockdown procedure
- Active testing: how to secure materials during drill
📱 Silencing Muggle Alert Devices
Optional (not required): TAs may silence Amber Alerts during testing to avoid disruption. Must be re-activated after session ends.
iPhone: Settings → Notifications → Government Alerts → toggle off Amber Alerts
Android: Settings → Apps & Notifications → Advanced → Emergency Alerts → toggle off
👜 Searching Student Property
Testing sites are NOT checking student bags without probable cause. Check bags/purses at Registration the same way you handle cell phones. If a student needs to keep a bag for specific circumstances, get BTC approval — like getting Dumbledore's permission.
🖼 Concealing Visual Aids
- Make professional, respectful decisions
- Try to cover up — do not remove permanently
- Contact Testing Team if cover-up materials needed
- Leave every room exactly as found
🔑 Gringotts Vault — Secure Materials
- Lock up immediately after delivery — no exceptions
- Lock up at end of every day
- Return kits in exact condition received
- Do NOT use name tags to label any kit items
- Watch the repacking video before returning kits
🏥 Counselor Support (Off-Site)
Counselors are NOT at testing sites this year — they continue supporting their own rosters.
For counseling support during testing, contact them via the PDF guide in the handbook.
Urgent situations: Email [email protected] immediately.
✈️ Portkey Travel Resources
Under 100 miSubmit mileage reimbursement (no Portkey needed)
Over 100 miPO Process for Hotel — no POs until March 9 due to board meeting gap. Travel before Mar 9 = personal card + reimbursement.
Tax ExemptHotels cannot charge tax. Use tax exempt documentation provided.
Student TransportSupport Services cannot transport students this year. Ubers can be gifted by teacher for students 18+.
Mischief Managed — Wrapping Up the Testing Season
All Tech and Supply Kits MUST be returned exactly as they were received. Watch the repacking video before packing anything. All paper — scratch paper, test tickets, sign-in sheets, anything written on — returns to the War Room. Leave every room exactly as you found it. The Assessments Team is now managing the kits, so let's send them back in perfect condition!
📬 Returning ACT Paperwork — Blue Envelope Order
1. ACT Admin FormsStandard OR Accommodated Form — include session # and seating chart page at top
2. Test Room ReportMake sure all items are completed
3. Seating DiagramTests cannot be visible to cameras — plan accordingly
4. Admin ReportTiming per examinee (accommodations)
5. RosterID type noted (P/R); ACT ID forms attached
6. Site PaperworkProctor Observation Log + Sign-in Sheets
7. Test TicketsWith scratch paper stapled behind (ticket can serve as scratch paper)
8. Seal CodesLoose — do NOT staple to tickets
9. Unused Tickets+ unused scratch paper
⚠ ALL Paper Returns to the War Room
Scratch paper, test booklets, test tickets, sign-in sheets, anything you printed by mistake, and anything written on. Face paperwork toward the back of the envelope. No tape needed to seal.
📋 End-of-Testing Forms Checklist
TA Security FormsEvery TA who tested at any point — one per site code worked (970 & 986). Must be completed in BTC's presence. Email to site BTC.
Building Principal FormOne per site code (970 & 986). ALL BTCs complete. Have cert # from Bamboo ready. Upload PDF to site folder.
BTC Security FormSame as above. BTC Supports do NOT complete. Upload to site folder.
Record of Test ProctorsOne per TA. List all TPs for entire window. Name: "Site Name Proctor Log; Last, First". Grades: "3-11/OSTP & CCRA".
Site FolderAll security forms, irregularity reports, TA forms → upload to Site-Specific Google Drive Folder
📦 Kit Return Reminders
All KitsReturn in exact same condition as received — packing list included at delivery
Chromebook KitsMice in small baggies → small baggies in large baggie with power cords
Do NOT labelState Testing Kits — do not use name tags on any items
Supply kitsOffice, health, printer, room, accommodation, misc kits — all return together
Tech pickupTBD — check BTC assignment sheet for dates
Re-enrollmentAt test sites — not required, BTC choice